General Policies & Procedures: Observer Policy

Purpose:
To develop and clarify procedures to respond appropriately to requests from individuals who wish to participate in activities that involve observation in Graduate Medical Education at the University of Minnesota Medical School.

Policy:
The University of Minnesota Medical School (UMMS) provides observerships for Medical students and for individuals who have graduated from an LCME accredited Medical School or from an international Medical School, who have appropriate VISA status. Individuals with an M.D. degree wishing to be an observer at the UMMS should apply directly to the department or division in which the observership will take place. Individuals who are still in Medical School should apply to the office of Student Support Services in the UMMS.

Definitions:

Graduate Medical Education Observer: This person is a LCME accredited medical school graduate or international equivalent who wishes to gain medical knowledge and exposure to certain patient-care protocols through observing a residency or fellowship program for 6-months or less in duration.

Medical Student Observer: Those medical students without an M.D. degree wishing to observe to gain medical knowledge and exposure to certain patient-care protocols for 6-months or less in duration.

Responsibility:
Approval for an observership is at the discretion of the UMMS department or division.  The UMMS department/division is responsible for documentation and tracking of all observerships.

Procedure:

• All interested applicants should be directed to the UMMS Human Resource department or division in which the observership will take place.
• A faculty member of the department/division must be appointed as the observer's sponsor.  It is highly recommended that the same faculty oversee any and all observers rotating through a department.
• Prior to the observership beginning, the sponsoring department must have on file all items listed on the observer checklist which include, but are not limited to:
• Completed application (GME Observer) or a letter of interest (Medical Student Observer). 
• Two letters of recommendation from persons familiar with their performance (GME observer only)
• Medical School Transcripts/diploma (GME Observer).  If a Medical Student Observer, a letter from the medical school or advisor indicating they are in medical school.
• An up-to-date curriculum vitae (GME observer only)
• If IMG, documentation that trainee is in this country on a valid, current visa.
• Completed Immunization Forms
• Documentation of Health Insurance, valid in the U.S.
• Signed Students and Other Non-Faculty Observer Agreement.
• Observer Picture I.D. Badge
• The faculty sponsor should conduct an exit interview once the observership is completed.

Clarification:

1. Observers must be directly supervised at all times by their sponsoring faculty physician.
2. Observers are not covered under the University of Minnesota's Professional Liability Insurance.
3. Observers may not see or interact with patients individually.  They must inform all patients that they are an observer and ask permission to observe.  If permission is refused, they will leave the area.
4. Observers may not provide medical care, take a medical history, examine a patient, provide medical advice to a patient, or assist in surgery or other procedures.
5. Observers may not make entries into patient charts.  They may not make copies of any patient chart or other materials identified with patient's names or other identifying information.
6. Observers may not write orders for patients or make verbal orders for patients.
7. Observers may not have independent access to patient information (electronic or written) or restricted areas of the University of Minnesota Medical School or any of its affiliates.
8. Observers may not bill for any service.
9. Observers may not wear a white coat as not to be confused with a Resident/Fellow, Medical Student or Staff Physician.
10. Observers receive no benefits, including health insurance.  They MUST provide proof of their own health insurance, valid in the U.S. They are NOT covered under the University's Workers Compensation policy.  The University of Minnesota will not be liable for any injury the observer obtains while on this observership.
11. Observers receive no financial support from the University.  Observers are responsible for their own expenses, including meals and parking fees.
12. Observers will follow all applicable University Policies.

Approved by GMEC on 8.23.02